PFMP
Philippines – Australia
Public Financial Management Program
TERMS OF REFERENCE FOR THE ENGAGEMENT OF A
CONSULTANT
IT ADVISOR AT THE DEPARTMENT OF
EDUCATION
1. BASIC INFORMATION
Activity Title
IT Advisor for DepEd (local position)
Implementing Agency
Department of Education (DepEd)
Partner Agencies
Department of Budget and Management (DBM), Commission
on Audit (COA), Department of Finance (DOF), Bureau of
Treasury (BTr).
Duration
Two years full-time
2. BACKGROUND
The Government of the Philippines (GOP) launched a comprehensive PFM reform program
in February 2011, as provided for in the Philippine Public Financial Management Reform
Roadmap. This strategic plan for a whole-of-government approach to PFM reforms, aims
to clarify, simplify, improve and harmonize the financial management processes and
information systems within the civil service. Where necessary this includes reengineering business processes, integrating relevant systems in the Department of Budget
and Management (DBM), Commission on Audit (COA), Department of Finance (DOF) and
Bureau of Treasury (BTr), as well as implementing agencies, and reassigning functions
between the oversight agencies. The desired results are improvements in fiscal discipline,
fund allocation efficiency, and operational efficiency for the effective delivery of public
services.
The Public Financial Management Program (PFMP) is a joint initiative of the Governments
of Australia and the Philippines. The Program commenced in October 2011 and directly
assists the Government to implement its PFM Reform Roadmap. Through the Department
of Foreign Affairs and Trade, the Australian Government has committed up to A$30 million
over five years, 2011–2016. The DFAT – Australian Aid directly manages the PFMP.
A Program Steering Committee (PSC) provides strategic oversight to program planning
and implementation and decides funding priorities year to year. It comprises senior
officials from the Department of Budget and Management (DBM), Department of Finance
(DOF), Bureau of the Treasury (BTr), Commission on Audit (COA) and the Department of
Foreign Affairs and Trade – Australian Aid, and aligns closely with the work of the
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government’s inter-agency PFM Committee. The National Economic and Development
Authority (NEDA) plays an advisory role to the Program.
The ambitious reforms envisaged under the Roadmap will involve significant changes
throughout the Administration in the pursuit of improved accountability, transparency
and use of public funds. These changes, in line with the PFM Reform Roadmap and the eGovernment Master Plan, will involve modernization of management information systems,
such as the proposed Government Integrated Financial Management Information System
(GIFMIS), and also lead to major organizational, people and process change. The
implementation of the GIFMIS is the pivotal component of the PFM Reforms, and
procurement, based on commercial off-the-shelf software (COTS) is now at an advanced
stage. The contractor is expected to be mobilized early in the 3rd Quarter of 2014.
Regarding the current specific issues concerning the financial management systems in
DepEd, these are largely based on manual and small fragmented systems. The GIFMIS,
when completely implemented, will fully automate and integrate financial management
processes. The introduction of GIFMIS will represent the largest systems implementation
undertaken in the Government of Philippines. It will also represent the largest staff
capacity building challenge undertaken, certainly for the Finance and Management
Services in each agency.
Implementation of GIFMIS will be undertaken in a phased manner, initially in the Central
Oversight Agencies, of DBM, COA, DOF and BTr, and one National Government (line)
Agency, the Department of Education (DepEd). The pilot implementation in DepEd will
comprise the relevant offices involved in the budget cycle and financial management, in
Central Office (CO) and one Region, National Capital Region (NCR), including its respective
DOs, incorporating schools’ transactions. It is envisaged that initial go-live will take place
during late 2015, and implementation in the two pilot sites, CO and NCR, will be completed
by mid-2016 (the end of this specific assignment). Thereafter, it is envisaged that the
GIFMIS will be rolled out to the remaining Regions and DOs.
DepEd has been selected due to its strategic importance for national development as well
as its size of operation. DepEd accounts for approximately 25% of all Departmental
allocations in the budget and has a workforce of more than 600,000 teaching and nonteaching staff. The need for improved financial management of resources is unequivocal.
Work done to date in this area includes:
(i) Phase I – Documentation of financial management processes and functionalities,
which remains a relevant reference source for the implementation of GIFMIS.
(ii) Phase II – Prepare DepEd for GIFMIS through support to implementation of
ongoing PFM reforms, including implementation of the Unified Account Code
Structure (UACS), the Treasury Single Account (TSA) and review the ICT logistical
requirements for GIFMIS, with an inventory of ICT assets for all the key
implementing offices. Building on the FMIS Conceptual Design and Functional
Review documents, a more detailed review was undertaken, mapping DepEd
functional and non-functional requirements, against the GIFMIS Conceptual
Design and Functional Requirement Specifications. Additionally, in recognition of
the change implications emanating from the GIFMIS implementation in DepEd, a
Change Management Plan was produced.
The third phase of technical assistance will provide support to DepEd in implementing
GIFMIS, and managing change, in the pilot DepEd sites, and includes the creating of
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readiness throughout the department for the pilot implementation and for the ultimate
rollout. An important feature of this phase is the need to focus on the successful and
sustained adoption of GIFMIS by staff throughout DepEd. Phase II has seen some good
participation and desire for improvements within the Department, as evidenced by the
support from counterparts, and uptake of the UACS training rollout, with Central Office,
and all ROs and DOs participating in these event.
Under the direction of the Team Leader, the national IT Consultant will play a key role in
working with the leadership and management in DepEd, as well to help successfully plan,
prepare, transition and implement the changes whilst reducing associated risk. Whilst the
main focus will be on DepEd, consideration will be given to support other agencies such as
DBM, COA and DOF/BTr, subject to availability.
3. KEY RESULTS/OBJECTIVES
The overarching objective of this activity is to assist the GIFMIS Implementation Team to
work with DepEd to improve its budget management and monitoring, and the accuracy
and timeliness of financial reporting linked to the performance management and physical
accomplishments of government as a whole.
The successful implementation and full adoption of the GIFMIS in DepEd is fundamental to
effective public financial management in the Department. Substantial breakthrough
improvements in financial management practice are almost impossible using largely
manual and fragmented systems, and information delivery is very unreliable. Ongoing
PFM reforms will provide incremental improvements and create readiness for GIFMIS.
The full benefits of these reforms will only be realized when GIFMIS is fully implemented
in the Department.
4. SCOPE OF WORK
The Consultant will work under the direction of the GIFMIS Implementation Advisor, and
provide ICT technical assistance to the Consulting Team, to support DepEd in the GIFMIS
implementation. Specifically:

The Consultant will assist DepEd in coordinating the technical aspects with other
ongoing initiatives under the DepEd Unified Information System.

Assist the Consulting Team on ICT technical aspects, including extraction and
uploading (including system validation and protection against data corruption) of data
from existing system during analysis, reconciliation and take-on of data; this will
include support for analysis tools, such as Audit Command Language (ACL) and/or
Crystal, which may be used for extracting and analysing data for take-on.

Assist the Consulting Team on collation of required management information and
survey data, through electronic means, e.g. end-user surveys, training needs surveys,
change management interventions through surveys, staff user data, etc.

Work closely with the ICT Unit to develop first tier technical support, help-desk and
troubleshooting facilities for GIFMIS, integration with the overall GIFMIS and iGov
support models and advise on coordination, institutionalisation and sustainability
aspects.

Assist and advise counterparts on updated, detailed logistical assessments of ICT
equipment, software, networking and connectivity for the immediate implementation
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sites, and projecting updated requirements to support full GIFMIS rollout to all sites
after the completion of this assignment. This will include an assessment of logistics
being covered by the iGov initiative under the central implementation, and logistics
which DepEd will need to put in place, e.g. last mile connectivity between DepEd and
the iGov VPN, etc. to ensure no gaps.

Assist and advise counterparts of developing a costed and budgeted asset replacement
plan for ICT logistics, necessary to support GIFMIS implementation organisation wide.

Assist and advise on testing and acceptance of technical infrastructure, ensuring
appropriate system performance.

Assist Technical Services and the Project Team to identify data sources and structure
in the various Education Management systems, which will interlink with GIFMIS, e.g.
EBEIS for statistical data for budget costing & formulation and performance
monitoring & management.

Provide technical paper, advice and support to DepEd Accounting Division for
development of database system for the interim consolidation of eFRS data, and giving
guidance of how to validate the data for take on into GIFMIS, during phased rollout to
all DepEd ROs and DOs.
5. QUALIFICATIONS AND EXPERIENCE
The Consultant is required to have the following qualifications and experience:

A relevant university degree in information systems, public administration or
other related field.

Relevant experience of ten (10) years or more in implementing and/or managing
information systems reforms at a senior level.

Previous experience in the development and supervision of FMIS will be a
considerable advantage, particularly in the Philippines.

Excellent interpersonal skills

Strong analytical, oral and written communication skills and commitment to
meeting tight deadlines.

Fluency in English is required.
6. REPORTING AND TIMING
The Consultant will report to the GIFMIS Implementation Advisor/Team Leader
The Activity shall commence in July 2014, be conducted at DepEd offices, Pasig City,
Philippines, and run for a period of two years. This is a full-time position.
7. RESOURCE CONTRIBUTIONS
DepEd will provide office space and access to computer network, internet and telephones;
use of conference/training/meeting rooms and related expenses as required; and
travel/per diem expenses of counterpart staff in cases of any field activities arising from
the Activity.
PFMP will provide all other resources as required by the Consultant.
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